Older Changes and Additions To KashFlow

When you create a Project, you can choose to assign it to a specific customer.

Not everyone uses projects in this way, so we've made the inclusion of the customer list of the "Edit Project" page optional.

You can remove it by going to Settings - Project Options and un-ticking the relevant box.

When viewing a customer or supplier record you can now instantly see how many notes are stored against the customer/supplier

The tab title for the notes section will change from "Notes" to "Notes (3)"  - assuming there are 3 notes.

The attachments icon for receipts (enabled in Settings > Purchase Options) wasn't showing if you only had Dropbox files uploaded.

It now does.

It's worth noting that for receipts where you've already uploaded Dropbox files, the icon wont show until you next view the receipt page.

We’ve introduced some options to give you more control over which elements are shown on the Overview dashboard that you see when you first log in.

We've just added a feature that lets you give access to your KashFlow account to your accountant without you having to give them your username or password.

To invite your accountant into your KashFlow account just go to Settings -> Accountants' Access.

There is no cost to you or your accountant to use this feature. You can invite multiple accountants and you can revoke access at any time.

When we announced the improvements to customer / supplier / invoice notes yesterday, a few customers remarked that it would be nice to also be able to store notes against receipts (Purchase Invoices)

So now you can!

We've just released integration with Dropbox.

So you can now upload and store files against lots of different areas of the software including invoices,.customers and suppliers.

This can be enabled in Settings -> External Services - Dropbox

There is more information about this integration on the blog: http://kf.cm/dRpbX

We recently added a "Support" tab at the right of every screen so you could easily access the knowledge base and open support tickets.

It's annoying for people with small screens or an aversion to floating blue buttons.

So we have added an option to either move it to the left of the screen or totally remove it.

The settings can be found in Settings -> Advanced Settings

We’ve just released an update to the way notes are handled on the Customer, Supplier, Invoices and Quotes pages.

We’ve just released a number of improvements to CIS calculation and reporting.

When you have an invoice that’s overdue a button appears that lets you send one of three pre-prepared reminder letters.

We’ve added the option for an additional field for customers and suppliers.  This can be turned on and off and renamed to anything you like.

 We've just added some functionality to automatically create journal entries for Prepayments and Accruals. 

We've now introduced further configuration option for the PayOnline buttons on your invoices.

Rather than using the same card processor settings as you use for taking manual payments, you can instead use different settings or a different merchant payment processor entirely.

This is configured in Settings -> Card Options

The following functions on our API are either newlyu added or have been updated to provide additional data:

 When viewing your list of invoice and receipts you have a drop-down list at the top of the page to choose what to display (All Invoices, This Months Invoices, etc)

The Customer class on the API now contains fields for the title, firstname and surname to bring it in line with an earlier improvement to the user interface

WIthin KashFlow, you can set up to 20 different custom fields for your customer records.(Settings -> Customer Custom Fields)

Only a handful of them were accessible via the API.

The Customer class in the Accounting API has been upgraded to now include all 20 of the custom fields 

Three new methods have been added to the API to help you retrive projects.

They are as follows:

GetProjectByID
GetProjectByRef
GetProjectByName

Previously this Pie Chart report only included transactions entered as a Purchase Invoice (or a "Receipt" to us non-accountants)

The report has just been upgraded to include all transactions against an Outgoing Type, regardless of where int he system they are record (bank, journal, etc) 

In KashFlow you can add private notes to an invoice. These are shown at the bottom of the invoice page and are NOT included on the invoice itself when it's sent to the customer (unlike "comments" which you can add to an invoice by setting the Qty and Rate to 0)

There is now an InvoiceNote class in the accounting API.

You can get all notes on an invoice using GetInvoiceNotes and add a new one by using InsertInvoiceNote.

We now have two email marketing solutions integrated iwth KashFlow. MailChimp and Message Horizon. 

For information on both, see the "Email Marketing" section of the Add-Ons pages on our site.

 We've introduced a new way for you to reconcile your bank accounts.

This can be enabled/disabled at the bottom of the Advanced Settings page under the Settings tab.

For more information, see the recent blog post.

For a while now you’ve been able to create lists of products below a Sales Type.

As we we've just added some extra functionality to these reports, we have taken the opportunity to improve the way they look.

When you drill down from a Trial Balance, P&L or Balance Sheet report into the transactions behind it, you have the option to reassign the transactions to a different code.

When you view a customer or supplier page, a list of their invoices are shown on-screen.

We've just released a few improvements to the accounting api. AS usual, none of these changes should affect (read:break) any existing integrations.

The SubProduct class returned by GetSubProducts now contains the Price and VAT rate if entered (using the auto-enter description option in the UI)

The TransactionInformation and JournalLine classes now includes a project ID.

The BankTransaction class has been modified to allow for a Supplier or Customer ID so that you can create an advance payment (payment on account) by using InsertBankTransaction and UpdateBankTransaction. 

Two new functions have been added so that you can apply advance payments to invoices: AllocateAdvancePaymentToInvoice and AllocateAdvancePaymentToReceipt.
 

If your currency symbol is a dollar sign, then you’ll be pleased to see a number of subtle changes to the software and spelling to make you feel more at home

 When configuring a Sales Type, you had just one tick box labelled "Declare as EC Sales"

 If you have enabled the option to show an icon to indicate a receipt has an attachment on the main Receipts page (set in Settings -> Purchase Options) then this icon will now also show in the list of receipts shown on the page where you view details of a specific supplier.

You may enter a payment against an invoice and then realise you’ve put it against the wrong invoice. Rather than delete and re-enter  it, you can now “unallocated” it and then re-allocate against the correct invoice.

Unallocating a payment makes it a Payment on Account in the bank area. Information such as whether or not the payment has been reconciled to your bank statement or declared on a VAT return is preserved.

We’ve made it easier to preview an invoice before you email it.

When you get to the page where you email an invoice, you’ll see it’s listed in the attachments section for the email – you can click on the title of the invoice to see a preview.

A while back we added Multi-month (ie, quarterly, 6-monthly, etc) and Every X days as an option for your Repeat Invoices.

We’ve now upgraded Repeat Purchases to also support the automatic creation of receipts based on these time intervals

You can now choose to change your username.

This is done in Settings – Company Details

 We've just added a function to the Accounting API to allow programmers to apply credit notes to invoices. See applyCreditNoteToInvoice.

We've updated our Accounting API

The InvoiceLine class now has a ProjID field that is used when inserting a new invoice.

There is now a method for retrieving projects and for creating or updating them.

We've just made a minor tweak to the PayOnline feature.

The section for the customer to enter their name and address is collapsed by default to make it quicker and less confusing for a customer to pay you.

A name, first line of address and postcode is usually compulsory for processing a card payment.

So if someone goes to the page to make a payment and any of those is blank then then section for entering the address is shown automatically without the customer having to click the link to edit their address details.

When you create an invoice as a PDF, it is named “invoice-123.pdf” (Assuming the invoice number is 123 and you haven’t renamed “Invoice” to something else).

So if you click the button to save a PDF invoice , that’s the name it defaults to, and when you email an invoice that’s the name of the attachment.

You can now re-configure this naming convention to pretty much anything you like. This is set in Settings -> Advanced Settings

The customer statement can now be downloaded to a CSV file. We’ll soon add this option to the Supplier Statement too.

A statement for a customer can be generated by going to the customers tab, selecting a customer and going to the "Invoices, Quotes and Stats" area

When you view the Sales tab and select to view just overdue invoices, you can now immediately see how many days overdue each invoice is.

You can also sort the data on this field if you wish.

 Lots of table data that couldn’t be sorted, now can be. And some that were sortable but required a page reload now can be sorted without the page reloading.

This includes the table of invoices found on the Customer/Supplier page and the customer/supplier statements.

Customer and supplier records now allow you to enter a contacts Title, First name and Last name as opposed to just their full name.

We’ve automatically updated these fields for you existing contacts. We’ll soon be adding support for these new fields to the CSV data importer and the Accounting API.

 We've integrated with two more card processors.

If you have an account with CardStream or ePDQ then you can integrate this with your KashFlow account  in Settings -> Card Options

Keebo, the receipt processing service, is now integrated with KashFlow.

For more information, click here. 

There are over 40 other services and applications integrated with KashFlow. They are listed on the Add Ons page.

You can now create your own custom "Pay Now" buttons and have them shown on the PDFs created for unpaid invoices

This allows you to upload your own image for use as the payment button and define your own link. 

This feature would usually be used by fairly technical users to integrate with a payment service

This is set in Settings -> Invoice Options -> Payments and Discounts

When you're creating a new Invoice (or estimate or purchase), there is a link to add a new customer (or supplier).

We've improved how this works to provide a much nicer and quicker experience

When you're making a change to the invoice design in Settings -> Invoice Options, there is an "Update and Preview" button. This used to open a preview invoice in a new window. We've improved this to now show you a preview in the same window.

Note: If you haven't yet created any invoices, the "Update and Preview" button won't appear.

To date, we've only supported JPEG images as background files for invoices.

We've now improved the system to support other formats such as PNG and Gif.

PNG's can give a much nicer-looking invoice as the image isn't compressed in the same way that it is with JPEG images.

This setting is accessed in Settings -> Invoice Options -> Display Options

We think this is quite cool.

When you view a customer or supplier record, we check to see if the email address provided is registered with gravatar.com. If they are registered then we retrieve the avatar image that they have uploaded.

If you don't want to be freaked out by pictures of your customers and suppliers appearing then you can disable this function in Settings -> Advanced Settings
 

When you view an overdue invoice a button appears giving you access to reminder letters. We've just extended this to also give you a "Debt Collection" button. 

This provides information and links to a couple of companies that have integrated with KashFlow and can provide debt collection services for you

 We’ve just added two new methods to our API. These allow programmers to interact with “Products” ( as a child of a Sales Type) and Sub Outgoing Types (as a child of an Outgoing Type)

The functions are GetSubProducts and AddOrUpdateSubProduct.

 When you are viewing an invoice, you’ll now see a “Previous” and a “Next” button at the bottom of the page.

This will take you to the previous and next invoices – as per the same buttons on the Estimates/Quotes pages.

 If you have more than 5 lines on an invoice, you will see a new button appear at the top of the list to add a new item to the invoice.

This is to save you having to scroll down the page to add a new item.

We have just released a new user interface for KashFlow. It’s much more cleaner and modern than the previous interface. Customers can select to use either the new or old interface and easily switch between the two. 

There’s nothing (much) more frustrating than having to manually tick a hundred or so checkboxes.

We now have an Asset Register so you can keep track of all assets (vehicles, computers, etc) that your business purchases. The Asset Register also automatically works out depreciation for you and makes the relevant accounting entries.

We have lots of customers that have multiple KashFlow accounts. Until now they’ve had to log out of one account and into another to switch between them.

Bank accounts can be locked so that you can’t add or edit transactions prior to a certain date. The account can be set to automatically lock after you’ve reconciled it. This is all set by clicking “Edit Details” next to the account under the Bank tab.

When you purchase services (as opposed to goods) from suppliers in other EC countries, you need to report this on your VAT return using what HMRC call a “reverse charge”. It makes no difference to the actual amount you pay HMRC.

When you add an advance payment via the customer or supplier screen, it used to go directly to the default bank account. You’d then have to edit it to change bank account if needed.

We’ve added a new report so that you can compare projects side by side – either all projects or projects with a specific status – i.e.: just “active” projects

 We've modernised some of the design of pages within KashFlow, especially those under the Settings section.

 A while ago we introduced Email Templates for use with emailing invoices to your customers. 

 For some time now you’ve had the ability to add your own custom fields to customer records.

 Lots of our customers only enter their purchases (“Receipts”) once they’ve paid them.

The Customer and Supplier pages (where you view and edit details of your customers and suppliers) were starting to get a little crowded due to the amount of information shown.  We also weren’t happy with the way it presented to you the list of past purchases/sales for the supplier/customer.

Anyone who has ever accused KashFlow of being a “basic” product has obviously never looked at our Settings page.

There are so many different settings available that it was becoming problematic to quickly find the setting you are looking for.

To improve this, we’ve now broken the Settings page down into the following sections: Your Account, Lists, Configuration Settings and finally External Services.

We hope this will make the Settings more manageable

 You can now set repeat billing to every x number of days. This means adding a repeat invoice every 4 weeks or even two/three years is now possible using the repeat billing option. 

 You can now import products to KashFlow using our CSV importer.

 We’ve made it easier for you to view the details of your stock in KashFlow. The report gives you total quantities in stock and so is ideal for stock control. It also provides a sales value of all stock along with the total value on each item.

 You can now manage your customer database in KashFlow with greater ease using the mass delete/Archive function. To use this function go to the customer screen and tick the checkboxes to the right of the customer you wish to delete. After you have selected all of the customers you wish to delete or archive go to the bottom of the screen and select Relevant action from the drop-down list

 You can now drill down on all items in the profit and loss and the balance sheet. Previously you were not able to easily see the transactions which make up the bank accounts and Debtors/Creditors accounts on the Balance sheet and Profit & Loss.

Fed up of using just plain text to send those all important invoices to your customers? Making your emailed invoices and recurring invoices arrive in style couldn't be easier with our new template driven emails. You can now brand and style your emails however you wish with our templates and easy-to-use editor.

To give customers another option for accepting payments in KashFlow, we've integrated with PayPal Virtual Terminal, giving you an even wider choice of merchant services providers.

We've added more transaction details to our VAT calculations download, making it easier to reconcile against your KashFlow account.

We've just packed loads of new features into our Partner Programme that will help Franchisors and their Franchisees get going with KashFlow including standardised charts of accounts (including pricing for Sales Types), the ability to copy product ranges between accounts and a number of new reports.

We've made it easier to reconcile transactions on the go.

When creating or editing a bank item you will now see a checkbox which says reconcile. If you tick this box it will automatically add it to the list of reconciled transactions saving you time when running through the bank reconciliation later.

To use this feature you need to go to Bank > View/Add Transactions and clicking on any bank transaction that isn't the result of a payment to an invoice or receipt.

It is now possible to include the footer text you've set for your invoices on a customers statement of account too.

To enable this option go to Settings > Invoice Options > Display options and tick the box labelled Include footer on customer statement

We've made it easier to set up stock management in KashFlow.

You can now create an Outgoing Type at the same time as your Sales Type.

When creating a stock-controlled Sales Type we will ask you if you want to create an Outgoing Type to link it to for stock control purposes To do this go to Sales > Sales Types and click on a Sales Type and then add a product.

Tick the Manage Stock Levels Checkbox and also tick the Increment stock levels on purchase checkbox. You will have the option to select Create one for me which will automatically create an Outgoing Type for you.

KashFlow will now remember an old address for a customer when printing older invoices where the address has changed to ensure accurate historical records.

If you're a programmer using the Perl language, you may be interested to know there is now a Perl Net::KashFlow module available for you to access our API.

For the module, see http://search.cpan.org/perldoc?Net::KashFlow

For more information on our API, see http://accountingapi.com

When you’re setting up a repeat invoice, you can use variables like %y and %m  which will be replaced with the current year and month when the actual invoice is created.

We also had the option for %m+1 which will be replace with the name of the next month. We’ve just added %m+2, %m+3, %m+4 and %m+5 so you can refer to months more than one month ahead.

So if you were billing every quarter for a service, you can set the description as “Service provide for period of %m+1 to %m+3”.
 
If you used that description on an invoice set to be created in January then when the invoice is created the text would say “Service provide for period of February to April”

We’ve never had one central place where you can edit what accountants would call a Chart of Accounts or nominal codes.

Instead we’ve always had three distinct areas – Sales Types, Outgoing Types and Bank Transaction Types.

We’ve now added one central page where you can edit all 3 of the above types of code, as well as move codes from one area to another (ie, make an Outgoing Type and Bank Transaction Type)

You can also easily set whether it’s a turnover code or an expense code.

Once logged in to you account click on the Settings tab and choose Chart of Accounts from near the bottom of the page

We’ve just upgraded the area where you manage your Outgoing Types (the things you purchase).

We’ve added a lot of the functionality that already exists for Sales Types (the things you sell).

So you can now set an Outgoing Type to auto-enter a price and details and also create items below the Outgoing Type.

For example you might buy fruit and want all purchases of fruit to show up as a single line on your Profit and Loss, but be able to also distinguish between apples and pears when you’re actually buying them.

These changes also feed into our stock control system. So a sub Outgoing Type can be used to replenish the stock levels of Sales Types and products.

Some time ago we added integration with ViaPost so that you can send invoices using their system.

We’ve now added the same functionality to quotes/estimates. So with a couple of clicks you can have a quote/estimate posted to your customers using snail mail, all for less than the cost of a first class stamp.

If you’re not yet using the ViaPost service then log in to your account and go to Settings -> ViaPost Settings for more information.

Some time ago we added integration with ViaPost so that you can send invoices using their system.

We’ve now added the same functionality to reminder letters. So with a couple of clicks you can have a reminder letter posted to your customers using snail mail, all for less than the cost of a first class stamp.

If you’re not yet using the ViaPost service then log in to your account and go to Settings -> ViaPost Settings for more information.

We’ve just improved our Monthly P & L report. You can now filter the results based on Project.

Also, the downloaded CSV file contains a complete breakdown of all the data.

WHMCS have just released integration between their billing & client management system and KashFlow.

For more information see http://wiki.whmcs.com/KashFlow_Accounting

Occasionally the support team may ask you for access to your account to troubleshoot a problem for you.

We’re not keen on having passwords sent via email so we’ve devised a new way to do this.

Under the “Help” tab, at the bottom of the page, you’ll see a tick box to enable access to your account by the support team.

If you tick this then we’ll be able to log in to your account to help resolve your query. Once the query is resolved you just un-tick the box and we no longer have access.

Sometimes you may have a Sales Type that you no longer want to use but you don’t want to delete as you have older invoices assigned to it.

When editing the Sales Type you will now see a tick box at the bottom of the page to allow you to archive the code. If you tick this box then the code will no longer display in drop down lists when creating new invoices. It will however show if you edit an invoice line that is already assigned to that code.

The same functionality has been added to Bank Transaction Types and will also shortly be added to Outgoing Types

We’ve just added two new methods to our accounting API. The accounting API is used by programmers who want to connect to their KashFlow accounts to read/write data.

The two new methods are GetIncomeByCustomer and GetAgedDebtors.

If you’re VAT registered then when you create an invoice in KashFlow, your VAT number is shown on the invoice and prefixed with “VAT Registration No:”

We’ve just added the ability to change the text the number is prefixed with or even remove it entirely. 

We don’t recommend removing it entirely if you’re a UK customer as it’s a legal requirement to show your VAT number on the invoice if you’re charging VAT

We’ve just upgraded the Income by Sales Type and Income by Product reports.

When you click the link to download the report to a CSV file to a spreadsheet, the file will now contain the description that was entered for the relevant line on the invoice

Recently we added support for CIS Accounting. The tax module that deals with this is highly configurable and is intended to be used for the withholding taxes used in some countries.

We’ve just added some additional options so that you can configure so that the rate of WHT to be applied is dependent on the type of goods/services being bought/sold rather than who it is being bought from or sold to.

In Settings -> WHT Options, choose to have WHT rates based on the type of goods/service bought, rather than the customer or supplier. You also have the option to show the list of rates applied on the invoice for your own or your customers/suppliers reference.

Once enabled then in Sales -> Sales Types and Purchases -> Outgoing Types, you can edit an item and set the appropriate WHT rate for it.

When you view an invoice or a receipt, if it contains a line that is set to a Sales Type or Outgoing Type that has a WHT rate other than zero, then a button will appear to add a WHT deduction to the invoice.

The amount of WHT deducted will be based on the value of each line and the rate set for the Sales/Outgoing Type

We’ve just added an extra import option. As well as migrating from Sage and importing CSV files, you can now import a Nominal Ledger report or a Trial Balance report in order to create opening balances.

If your Trial Balance includes nominal codes not yet listed in your KashFlow account then they’ll be automatically created for you.

To access this new option, go to Settings -> Import Data

We’ve just added an Audit Trail report. This report gives you a list of all transactions that were created/edited between two dates, or dated between two dates.

All entries across the system are assigned a unique transaction number. The report provides details of any previous versions of a transaction so you can see when it was edited as well as what exactly was changed.

You can choose to also show any delete items complete with the history of any revisions.

As this report has only be implemented today (14th September 2009), existing customers will only be able to report on transactions created/edited from today onwards.

The report can be found in Reports -> General Reports

If you’re in the UK construction industry then you may need to make deductions (or have deductions made) under the Construction Industry Scheme (CIS). Similarly, in other countries you may have to apply what is called a Withholding Tax.

We’ve just added a load of functionality that will make this incredibly painless. To configure it, just log in to your account and go to Settings -> CIS Options.

To get the information you will need to report to the authorities, go to Reports -> General Reports and choose CIS Summary Report

Two third-party companies have just released add-ons for KashFlow that allows for sub-users with limited access to different areas of the system.

For more information, see the KashFlow blog entry at http://blog.kashflow.com/2009/08/27/user-permissions-via-the-api/

Due to an increasing number of customers outside of the UK, we’ve added the ability to rename various fields on invoice so you can further customise them to your needs.

The fields you can rename now include: customer reference, account, Invoice Number, Invoice Date, Due Date, Qty. Description, Rate, Total column, Net Amount and Invoice Total.

To access this option, go to Settings -> Invoice Options -> Display Options

When you reconcile a bank account – that is, match up all transactions in KashFlow to the transactions on your bank statement – you’ll see a message pop up prompting you to lock transactions for the bank account up until the reconciled date.

This removes the possibility of you accidentally editing or deleting an items that effects that bank account and messing up your reconciliation.

You can also control this setting manually by clicking the “Edit Details” button next to the bank account under the “Bank” tab

You’re able to set the default sales type and default outgoing type for customers and suppliers in order to save time when recording invoices.

However, this information wasn’t included in the CSV files you can download containing all of your supplier and customer data.

It now is.

The supplier report is in Reports -> Expenditure Reports –> Suppliers Report
The customer report can be found at Reports -> Income Reports -> Customers Report

KashFlow lets you set up automatically repeating sales and purchases to saver you having to manually enter the same data each month.

These can be accessed in Sales -> Repeat Billing or in Purchase -> Repeat Purchases

Your list of repeating/recurring items has always been in chronological order. We’ve just added the ability to sort them by a number of other fields too (i.e., customer name, amount, etc)

Just click on the column heading to change the sort order.

You can enable the Journal in Settings - > Advanced Settings

For each journal entry you have the option to tick a box to save it as a template in case you need to regularly enter a similar journal

It’s been pointed out to us that it’s sometimes hard to find which journals are used as templates as you need to click through to edit an entry to find out if it’s set as a template or not.

So we’ve added a way to easily list your templates. On the Journal page there is a drop-down list that says “Displaying…” where you can choose to filter the list of Journals (ie, this months, last months, etc).

We’ve added a new option to this list and labelled it “Templates”. If you select this then only journals set as templates will be listed.

We have a report that lists all transactions assigned to specific codes for a specified period. It's called a "Nominal Ledger Report"

We’ve now added the option to include the opening balance.

So if you are looking at all transactions between 1/1/2009 and 31/1/2009 you now have the option of including the sum of all transactions prior to 1/1/2009.

The Nominal Ledger Report can be found in the General Reports section under the Reports tab.

Some time ago we added integration with ViaPost so that you can send invoices using their system.

We’ve now added the same functionality to customer statements. So with a couple of clicks you can have a statement posted to your customers using snail mail, all for less than the cost of a first class stamp.

If you’re not yet using the ViaPost service then log in to your account and go to Settings -> ViaPost Settings for more information.

As we have KashFlow customers all over the world, we try to list all relevant VAT rates based on your default currency symbol.

This can be slightly annoying if you only ever use a couple of the available VAT rates.

So now you can choose which rates should be listed in your drop-down box.

Simply go to Settings – VAT Settings. Near the bottom of the page you’ll see the option to add and remove rates.

In Settings -> Advanced Settings you have the option to lock transactions up to a certain date.
We’ve now added an option in Settings – VAT Settings to automatically lock transactions after you submit a VAT report.

So if you run and submit a VAT report for the period ending 31/3/09 and have this option enabled, the transaction lock will be turned on and you won't be able to enter any transaction on or prior to 31/3/09.

If you don’t lock transactions and you later enter items in a date range covered by an earlier VAT report, don’t worry – these will be picked up and reported on your next VAT return. This setting is controlled in Settings - > Advanced Settings -> VAT Reconciliation.

For a long time now you’ve been able to manage the number of items you have in stock of a particular product. You enter the amount you have in stock and it automatically decreases when you raise an invoice containing that item.

We’ve now added the ability to increase stock levels based on your purchases.

First ensure you have stock control enabled in Settings -> Stock Options

Then edit a Sales Type (Under the Sales Tab) or a product. Tick the box to say you want to manage stock levels. Some new options will appear including “Increment Stock Levels on Purchase” – select the Outgoing Type you want to use to increment the stock levels.

Click update.

Now create a receipt (Purchase Invoice) and select that Outgoing Type for one or more of the receipt lines.

When you view the receipt you’ll see a section called “Received Stock” or “receiving Stock”. This will list all items on the receipt that are set to increment stock levels. As soon as you receive those items just click the link to mark it as received and your stock levels will be automatically updated.

As ever, we welcome feedback on this new functionality so we can further improve it for you.

Earlier in the week we released the ability to upload files to your receipts.

We've just improved this today so that once the file is uploaded you can edit its name to something more descriptive.

Go to the Purchases tab, select a receipt. Scroll down to the area for attached files.

Hover over an attached file and you'll see an edit icon appear (next to the red delete icon). Click this to change the name of the file.

We’ve extended the number of reports available for your projects. This lets you analyse income and profit based on specific projects, rather than your business as a whole. We’ve also improved the appearance of the report listing.

Projects can be renamed to Departments, Sales People or anything you like.

To enable and rename Projects, go to Settings -> Project Settings.

You can now upload files (images, documents, PDFs, etc) to be stored along side your receipts – or Purchase Invoices as the accountants would call them.

For example you could upload a scanned copy of the original receipt.

Just view a receipt or create a new one. At the bottom of the page you should see a section labelled “attached files”, along with a link to upload a file.

There is no limit to how many files  you can upload.

You can now set a default customer reference field for each of your customers. This can be set by selecting a customer under the “Customers” tab.

The name for the customer reference field can be changed to anything you like in Settings -> Invoice Options -> Display Options

When you create a new invoice, the customer reference field will be pre-filled with whatever you entered as the default for the selected customer

This has a number of uses.

For instance you may have renamed “Customer Reference” to “Purchase Order” and the customer has an ongoing PO number for business with you. This will save you re-entering it each time.

Another example is if you need to record or display secondary reference field for your customers (in addition to the Customer Code).

In the Settings page mentioned above you can also set the Customer Reference (or whatever you’ve renamed it to) field to display on the PDF invoices

If you don’t like the strong pink and blue colours we use in KashFlow, you can change them to anything you like.

Click Settings and choose Colour Settings.

If your account is managed by one of our partners then you won’t have access to this option as colours are set by the Partner.

When editing a supplier record you can now set the default payment terms.

When you create a receipt (ie, a Purchase Invoice) for that supplier it’ll default to whatever the receipt date is set to, plus the number of days you have set for the payment terms.

So if you’re creating a receipt with a receipt date of 1/1/2010 and the supplier has payment terms set of 28 days, the due date will automatically be set to 29/01/2010. If you change the receipt date or the supplier then the due date will be automatically updated accordingly.

You’ve had the ability to rename “Invoice” to something else for a while. We’ve also just added the ability to rename a “Credit Note”.

You can access this setting in Settings -> Invoice Options -> Display Options

Another one for the techies I’m afraid!

We’ve added two pretty important methods to our API

createAccount – this enables you to programmatically create KashFlow accounts. So on the page where you let users configure their KashFlow options in your app, you can actually allow them to create an account, in one click based on the info you already hold on them. You can even use an affiliate ID to ensure you earn commission.

GetRemoteLoginURL – Pass in the username and password, we’ll return to you a URL which you can redirect the user to in order to have them automatically logged in to their account.

We have just updated our PayPal Accounting Importer service.

Previously you needed to create an “API Signature” in PayPal to use the service. This meant it couldn’t be used by people who already used an “API Certificate” (perhaps for integration with their e-commerce site).

An API Signature is no longer needed to use our PayPal Importer.

Log in to your account and click Settings -> PayPal Imports to get started.

One for the techies!

We have added two new methods to our API.

They are GetQuotesForcustomer 
and ConvertQuoteToInvoice 

We’ve added tick boxes down the right-hand side of the quotes/estimates page.

You can select multiple quotes and convert them to invoices all in one go rather then processing them individually.

The Payroll Site, a web-based, HMRC accredited payroll application is now integrated with KashFlow.

So you can now run your payroll in a web browser and have the accounting entries automatically entered into your KashFlow account.

See our Add-Ons page for more info.

If you have an account with ProTX (now SagePay), then you can use KashFlow as a credit card terminal (see Settings - > Card Options).

As ProTX have now rebranded as SagePay, we've updated our pages to refelect their new logo and to use their new URLS for payment processing.

We’ve improved the screen where you record a bulk invoice payment. This is found by clicking the “Bulk Payments” button under the Sales tab.

Typically you’d use this if you are paying money into your account that has been received to cover multiple invoices.

We’ve made it much quicker and easier to select multiple invoices from this screen.

Using our PayPal Accounting add on, we sometimes receive transactions from PayPal that are in a foreign currency yet don’t have any exchange rate data.

You can now select to have these converted using the exchange rate data we already hold on file for the exchange rates.

The setting is accessed in Settings -> PayPal Imports, and then edit the profile.

It is enabled by default for new users. But it is disabled by default for existing customers because we don’t want to change how things work without you knowing about it!

When you record sales and purchases you are asked to select a sales/outgoing type. It defaults to “Other”. Leaving this set to Other is easy but wrong. It makes it virtually impossible to get any meaningful analysis out of your accounts.

It is possible to set a default Sales Type for each of your customers and default Outgoing Type for each of your suppliers (i.e. “Telephones” for BT), but if you don’t explicitly set this then this defaults to “Other” too.

We’ve seen a few occasions where people have classed everything as “Other” and then had to spend considerable time tidying it all up.

To stop this happening in the future, we have added the option of choosing the Sales Type that new customers should default to. A sort of default-default if you like.

In Sales -> Sales Type you set this at the bottom of the screen. Then when you create new customers they’ll be set to this Sales Type as their default Sales Type for new invoices for that customer. You can of course edit it.

It’s just intended to allow you to be as lazy as possible and still enter meaningful data.

The same applies on the Purchases/Suppliers side of thing, just see Purchases -> Outgoing Types

Rather than one big text box for your customer and supplier notes, we’ve now added the ability to easily keep and manage individual notes.

If you already have text in the large text box, this will still be displayed. If you didn’t have any text in that box for the customer/supplier you’re viewing, then it will no longer appear.

A number of KashFlow users have said they want their invoices to show the total of payments received below the total, so that the recipient can easily see how much is outstanding.

This is a feature we’ve now added. It can be enabled in Settings -> Invoice Options -> Payments and Discounts

When the software wants to give you a message, such as “The invoice has been created”, it used to be quite invasive as the message was in the middle of the screen.

We’re implementing a new way of showing you messages. You should now see a message appear at the top of the screen for a few seconds. It’ll then automatically disappear. As well as looking a lot nicer, this should be less intrusive.

There will currently still be a number of old style messages shown, but we’ll gradually be replacing them.

We’ve just announced a CRM application that’s integrated with KashFlow, as well as two more Project and Time Management applications.

Details are on our blog at http://blog.kashflow.com/2009/04/17/new-integrations/

We've just announced a partnership with Mr Site Takeway Website. KashFlow customers can now get their products at a huge discount.

See http://www.kashflow.co.uk/mrsite.asp for full details.

You can now get easy access to all of your monthly subscription invoices.

just go to Settings -> Manage Subscription.

If you have a paid subscription with us then you’ll see a link in the “Account Information” section of the page to get to a list of the invoices that are automatically generated for your KashFlow subscription.

We’ve made some changes that should make the Projects section significantly faster.

If  you’re not already using the Projects section, you can enable it in Settings - > Project Options

The easywebstore ecommerce system is now fully integrated with KashFlow. An exclusive discount is available to KashFlow users

See http://www.kashflow.co.uk/ews.asp for more details

We’ve just added a new report called a Health Check. You can find this in the General section under the Reports tab.

This report runs a check on a number of areas of your financial data to see how your business stacks up against a number of "Rules of Thumb". It then provides you with a score based on your performance.

As with everything, we’re always open to suggestions on how this can be improved.

An example can be found at www.kashflow.co.uk/healthcheck.pdf

As part of our ongoing process of improving KashFlow for our numerous customers outside of the UK, we've extended the VAT options.

VAT Cash Accounting is a scheme that allows you to calculate your VAT liability based on the dates payments were actually made and received, rather than based on invoice dates.

In some countries it's possible to be registered for cash accounting just for sales, but to still have to account for purchases on the date of the invoice rather than on the date the invoice was paid. So we've now extended the VAT options to reflect this.

In Reports -> VAT Management & Reports ->  VAT Settings you now have two tick boxes for the cash accounting scheme; one for sales and one for purchases.

If you have more than one bank account set up under the “Bank” tab, then you’ll see a button to help you quickly transfer money between accounts.

Previously this created two separate transactions – one to debit the first account, and another to credit the second account.

This has now been changed so that this process only creates one transaction – taking money directly from the first account and putting it into the second.

There’s no change to what you need to do to transfer money. It’s just how the transfer is  represented in the underlying accounting data that has been improved.

In Settings -> ViaPost Settings you can enter your credentials to send invoices using ViaPost.

Occasionally part of the address on the invoice was showing underneath the address “label” added by ViaPost.

We’ve now updated the system so that invoices sent to ViaPost don’t show the address on the actual PDF. This should solve the problem.

We’ve made it much, much easier to apply credit notes to existing invoices.
You record the credit note in the usual way (as an invoice for a negative amount).
Then when you are viewing an unpaid invoice for the customer you’ll see the credit note listed in the drop-down list at the bottom of the page next to the “apply advanced payment” button.

Once click of the button and the credit note is applied to the invoice.

The same procedure can be used on the purchases/receipts side of things.

Some countries in Europe are required to provide a list of sales made to countries outside of the EC.

Similar to an EC Sales List, but for countries outside of the EC as opposed to other EC member states

On your customer records, you can now tick a box to say the customer is outside of the EC (ie, USA, China, etc). When you add an invoice to a customer with this option set,  the VAT will default to 0%.

As a part of this update, we’ve removed the “This customer is in another EC Member state” from the customer page of users that are not VAT registered.

We've added the following functions to our API:

DeleteInvoice
DeleteInvoicebyID
DeleteInvoiceLine
DeleteInvoiceLineWithInvoiceID
DeleteReceipt
DeleteReceipyByID
DeleteReceiptLine
DeleteReceiptLineWithReceiptID
InsertReceiptLine
InserReceiptLineFromNumber
GetJournal
DeleteJournal
DeleteJournalByID
DeleteBankTransaction
GetBankBalance
UpdateJournal
UpdateJournalHeader

They're not yet documented in our API manual, but they should be pretty self-explanatory.

KashFlow now supports quarterly repeat invoicing, 6-monthly repeat invoicing and even once every 4 months (surely there’s a name for that? “thirdly” ?)

Go to Sales – Repeat Invoices. As well as the usual Weekly, Monthly and Annual options, you’ll now see an option called “Multi-month”. With this option you can select which months you’d like your invoice created in.

We’ve also taken this opportunity to include projects and customer reference fields on your repeat invoices should you wish to use them.

We've just published slick and seamless integration with WorkflowMax to give you great time, job and project management.

Click here for more details.

We’ve made it a lot easier to deal with payments on account and overpayments.

For more information, see the help document here.

We’ve just released a tool that will migrate all of your data from Sage to KashFlow. No doubt there are still a few bugs in it at the time of writing (20/01/2009). We’ve ironed out as much as we can with the small group of beta testers who have been trying it.

It’s now publicly available for anyone to try. Please report any bugs you find to people [at] kashflow.co.uk.

The tool, along with instrucutions can be found here.

We recently added multi-currency accounting for invoices and quotes. A lot of you got in touch and said you desperately needed it on the purchases side of things too.

So this has now been added.

Just go to Settings -> Currencies to set up you currency list. Then, when you are recording a new purchase, you can select the currency.

You can also set up default currencies for suppliers.

We now support invoices and quotes in multiple currencies.

Go to Settings -> Currencies and set up as many foreign currencies as you like.

When you create an invoice or a quote you can select the currency you want to use. You can set default currencies for your customers.

Exchange rates are automatically updated  every day based on rates received from the European Central Bank.

This addition is a free upgrade to all KashFlow users

Note, we don’t yet provide support for foreign currency bank accounts.

It’s been pointed out that if you use the ViaPost service to send invoices via post at a click of a button then the address ‘label’ that they put on your invoice can sometimes cover up the heading where it says “Invoice”. 

To get around this we’ve added a new option to have the heading aligned with the right-hand text box at the top of the invoice.

This can be accessed by going to Settings -> Invoice Options ->  Header Options

You can now enable a quantity field on your receipts, pretty essential if you're using the Purchase Orders facility we provide, although it can be used without Purchase Orders being enabled.

By default this is turned off but it can be enabled by going to Settings -> Purchase Order Options.

If you attempt to delete a payment from a receipt or invoice payment that has been marked as reconciled on your bank statement, you now get an additional warning.

You’ve always been asked to confirm that you want to delete the payment – but now there is the extra warning to point out that It’s been marked as reconciled.

We’ve teamed up with ViaPost so that you can send invoices via the traditional postal service at the click of a button. It costs less than a first class stamp and there’s no licking involved.

To get up and running just log in to your KashFlow account, go to the Settings tab and click on ViaPost Settings (at the bottom of the page). 

The boss's comments about this new service can be found on the blog.

The customer postcode is now shown in the results when you use the search box at the top of the Customers page.

A number of KashFlow users had asked for this so they can differentiate between customers with similar names.

As no doubt you’re aware, the standard rate for VAT in the UK is dropping to 15% as from Monday. No changes were needed to the software to deal with this. If your default rate is currently 17.5%, then when you wake up Monday morning it will have changed to 15%.

The bigger issue that most other software vendors seem to be overlooking is with the Flat Rate Scheme. The rates for FRS are also changing on Monday. Unless you’re lucky enough to have your VAT period end on 30th November then your next VAT Report will have to be calculated in two parts – the first part at  the old (current) rate, and the second part (on and after 1st December) at the new lower rate.

As you’d expect, we’ve made it easy for you.  All you need to do is click the VAT Settings button under Reports –> VAT Management & Reports.

You’ll see the box where you have your rate and below that another box for the previous rate. All you’ll need to do for your next VAT report is enter your new rate in the main box, and your old (higher) rate in the second box provided. We’ll take care of the rest for you.

If your VAT period ends on 30th November, then this won't be an issue for you this year – but it will be next year as the VAT rates are supposedly returning to normal on 1st Jan 2010. Needless to say, we’ll be here to help then too.

You can now convert a bank transaction into a new purchase receipt.

The option is found in the drop-down list at the bottom of the list of bank transactions in the “Select an Action” drop-down list.

We’ve added two new settings related to the total on your Quotes.

One allows you to display a total of all quotes on the main Quotes page. The other allows you to default new Quotes to not show the total value on the printed/emailed PDF file.

Both of these settings can be found in Settings -> Quote Options (or Estimate Options if you renamed Quotes)

At the top of the page, next to where the printer icon and help icon are displayed, you will now see a new icon.

This is so that you can quickly add a new customer (if you’re in the customers area) or a new supplier (if in the suppliers area), etc.

A week or two ago we added the option to bulk email statements. We’ve now also added the option to print a number of statements in one go.

Under the Customers tab, click the checkbox next to the customers for which you want to print a Statement. Then, at the bottom of the page from the “select an action” list, choose “Print Statement(s)”

You now have the option of having a breakdown of the different rates of VAT on your invoice just before the total. Or you can just have the total amount of VAT.

To change this settings go to Settings - > Invoice Options -> Tax Options

As it’s now a legal requirement for UK Limited companies to show their registered address on invoices, we thought we’d better  make it easy to add this.

So, in Settings -> Invoice Options - > Display Option, you’ll see a new option at the bottom of the page to add a footer to your invoices. You can also change the color of the text by clicking the colored box to the right of the text box.

We’ve made it easier to delete receipts and invoices in bulk.
If you’re just playing with the software prior to using it for real then this can be a useful way to quickly delete all or most of your invoices or receipts.

Under the Sales tab, tick the box next to the invoices you want to delete. Then choose the “delete invoices” option from the Select an Action drop-down list and click “Go”
The same applies to receipts under the Purchases tab.

If you enabled the transaction lock to stop transactions prior to a certain date being changed (Settings -> Advanced Settings),t hen any invoices in the locked period will be highlighted to you and you won’t be able to delete them unless you remove the lock.

There are of course plenty of warnings to make sure you don’t accidentally delete anything.

You can now email and print invoices in bulk.

Under the Sales tab, simply tick the box next to the invoices you want to email or print (or use the box at the top of the page to select them all).

Then from the “Select an action” list at the bottom of the page choose your desired action. Click “Go”, et voila!

You can now send statements to multiple customers in just a few clicks.

Go to the Customers tab, tick the box next to each customer you wish to send a statement to.

At the bottom of the page in the “Select an action” drop-down list, choose “Send Statements”. Click Go and follow the on-screen instructions.

We’ve just added a new report – Income By Product.

This is virtually identical to the existing Income by Sales Type report, but it’s based on products rather than Sales Types.

A Sales Type can have many different products below it. A simple example would be “Fruit” as the Sales Type and “Apples” and “Oranges” as the actual products.

As usual, there is a button to download a CSV file containing more in-depth information.

When you create a new invoice, purchase or bank transaction – it defaults to today's date.

We’ve had a number of customers comment lately that this can be a bit of a pain if you are entering a batch of invoices from earlier in the month. Essentially you need to keep changing the date from today's date to whatever date you are working with.

So we’ve just upgraded the software to make this a bit better. When you create a new invoice (or purchase or bank transaction) it will check to see if you’ve already entered an invoice during this login session. If you have then it’ll default to the date you used for that invoice. If you haven’t then it’ll default to today's date.

A nice simple change that should have no impact whatsoever on those of you who were happy with how it was, but should help out those who wanted this feature.

You often pay your supplier in the same way. For instance your ISP may always be paid by Direct Debit and your Landlord by cheque.

To speed up entering these payments you can now select a default payment method for your supplier.

When you are adding a payment to a purchase from this supplier then the chosen payment method will be automatically selected for you.

We've added a spell check feature.

When you are adding or editing an invoice or quote line you will see a "abc" button below the text box. Click this to check the spelling in the description box.

We've also added it to the page where you email an invoice so you can spell check the body of the email.

If you spot anywhere else where it would be useful, do let us know.

You can now enter your own notes on invoices and quotes. These are used for internal purposes only and not shown on the invoice. These typically would be used to record notes about chasing payment or any queries on the invoice.

You should see a link to activate this setting at the bottom of the page where you view your quotes and invoices.

We’ve just improved our Income by Sales Type report. You can now filter the results based on Source and/or Project.

Also, the downloaded CSV file contains a complete breakdown of all the data

We now have a powerful search facility that will search virtually ALL of your accounting data. On every page within KashFlow you should see a box at the bottom right that says “Search your data”. Enter a search query and it will return matches for you.

You can enter a part of a customer's postcode, a part of a description on a receipt/invoice or payment note or the value of a payment or invoice + much more.

For a while we’ve offered to show you your growing VAT liability for the current period. This only supported VAT quarters. We’ve now upgraded this to support those that send a VAT return on a monthly basis.

To get to this go to Reports- > VAT Management & Reports -> VAT Settings

We’ve made a few little changes/additions this weekend.

When you create a quote, you can now select a Project on the first Quote creation screen rather than having to wait for the second screen. So it’s now in line with the way you assign invoices to projects.

One of our reports – the Customer Purchase History – was hidden away on the customer page. It’s now listed on the Reports page.

You can now include a comment when you transfer money between accounts.

We’ve added an additional line to the Balance Sheet so you can see instantly that it balances.

When you add a new line to an invoice and select a Sales Type that has sub-products, the products are now listed in alphabetical order rather than the order in which you created them.

The Nominal Ledger Report can now show you all items that are NOT assigned to a project. Tick the box to filter by project and select “none” in the list of projects.

If you’re VAT registered then you’ll be pleased to know we’ve just added a feature that will save you even more time.

You can now file your VAT returns with HMRC directly from within KashFlow. The next time you run a VAT report you will see information about where to enter your online filing credentials.

If you’re not already registered for online filing then we strongly suggest you start the ball rolling now so that you have all you need when it comes to filing your next VAT return.

If you sell to customers in other EC states then you’re required to also submit an EC Sales List. KashFlow will also handle this for you automatically.

All of this new functionality has gained "recognised" status from HMRC themselves for filing returns online.

We’ve just released a fairly major upgrade to the VAT functionality in KashFlow.

Firstly, when you run a VAT report and click the “Submit” button at the bottom of the page – the VAT return is now saved (along with an EC Sales List if applicable) so that you can later retrieve it. If you try to run a VAT report for the same period again then you’ll be told that there is already a submitted report for the period and be given the opportunity to view it.

Secondly – we’ve added VAT reconciliation. What this means is that if you submit a VAT report for January to March and then later in the year you find some receipts that you forgot to enter – KashFlow will automatically detect those receipts and include them in your next VAT report.

This is an off and on-able feature, although we’re not sure why you’d ever want to turn it off. There is also a setting for how far back KashFlow will search for undeclared items. You wouldn’t want to set this to any earlier than the date we’ve entered for you - 23/09/2008 (the date we released this functionality). The only time you’d need to change this date is if you went from being non-VAT registered to VAT registered. In which case you’d want to enter the date you became registered. This setting can be found in Settings -> Advanced Settings.

Purchase receipts, sales invoices and bank transactions are all included in the VAT reconciliation process.

This is an update for customers using our PayPal Accounting import service.

When you configured your settings (Settings -> PayPal Data) you would have selected an outgoing type for your purchases and a sales type for your invoices. Whatever you selected would have been the sales/outgoing type used when invoices and receipts are automatically created for you.

We've now added the ability to individually change the sales/outgoing type for each of your PayPal transactions. When you are viewing your pending transactions list, you should notice that it says - next to each transaction - what your default sale/outgoing type is. You can click this to change it to something else just for this single transaction.

Then, when you choose to create an invoice or receipt from the transaction, it'll be assigned to the newly selected sales/outgoing type instead of to the default selection.

You can also edit the description of a transaction. To do this, just click the pen icon to the right of the current description.

This has all been done in such a way as to make it a very fast and slick process.

We've made the description box for items on invoices and quotes a little wider.

We've also made the height of the text box grow as you add more text. This will make it easier for you to see the whole invoice item description without having to scroll up and down.

When you view a report such as a Profit & Loss, Balance Sheet or Trial Balance – you can drill down to the actual underlying transactions.

Although this page was showing the description entered for the transactions entered via the bank, purchases or sales areas, it wasn’t showing the comment if the transaction was from a journal entry.

This has now been updated to include comments for journal entries.

We’ve always had the ability to export all of your data in Sage/CSV format from Reports - > General Reports - > Sage Exports. Now you can automate this process so that you are regularly emailed a full backup of all of your accounting data, either monthly or weekly.

Just go to Settings - > Backup Data to set your options. Accountants using our Partner Programme can go to the Clients tab, select a client and then click on Automatic Backups

We have a 'Copy' button at the bottom of quotes, invoices and repeat invoices that lets you copy the quote, etc to another quote, invoice or repeat invoice. We've just added the copy button to receipts. So as well as copying from receipts, you can now copy to receipts.

There was an issue with our PayPal Importer in that if you had a transaction in a foreign currency and chose to process it (ie, to create an invoice or receipt), the amount wouldn’t have been converted into your home currency.

This has now been corrected.  On the Settings page for your PayPal Profile (Settings -> PayPal Imports -> Edit), you will need to tell us what the main currency you use is. As the majority of our customers are in the UK, we have defaulted this to GBP.

The transaction amount will be converted to your home currency at the exchange rate that PayPal applied at the time of the payment. The original value and currency will be added to the description of the item.

It’s come to our attention that when an invoice is automatically created in KashFlow for a sale made via PayPal, the invoice was being dated with the day the invoice was created – not the day the payment was received. Usually these would be the same dates – apart from backdated transactions.

This can cause problems for accrual-based VAT returns.

We’ve now corrected this so that the automatically created invoice is dated the same date as the payment. The same applies to purchase receipts.

We’ve just added 3 more reports to our API. The reports are Balance Sheet, VAT Report and Digita Exports. These are all documented in our API Manual.

We’ve added a number of reports to our API. The reports are ProfitAndLoss, NominalLedger, Monthly P&L and Trial Balance. These are all documented in our API Manual. More reports will follow shortly.

As announced recently, we today removed the option to pay for a KashFlow subscription or the PayPal Importer service on an annual basis. You can now only subscribe on a month-by-month basis. We’ve introduced two options for the PayPal Importer. You can have your transactions imported hourly (as per the current service) or weekly at a lower price.

We have also taken this opportunity to change the company we use to process your payments. We’ve switched from ProTX to Iridium Corp. So if you have an existing monthly subscription, you will receive an email saying we were unable to charge your card. You’ll receive instruction on how to re-enter your card details.

You now have a couple of options for which graph is shown on the right-hand side of the Overview page.

You can select to keep the current 12 months sales growth graph, or change to to a 6 month P&L overview.

We will add more options as and when they are requested. To change your selection just click on the spanner icon at the bottom-right of the graph.

You can now download to Excel a complete month-by-month breakdown of your Profit and Loss figures.

Go to Reports -> General Reports -> Monthly Profit and Loss. You’ll see a visual representation of your P&L. click the Download CSV button to get to the full data behind the graph.

We’ve added a number of new reports over recent months and it makes finding the report you are after a little bit more difficult than it was.

Reports are already divided into General, Income and Expenditure categories. Now, within the categories we are ordering the reports by name rather than by a semi-arbitrary sort order.

There was a glitch in our Journal system that meant you couldn't post a journal entry to a bank account. This has now been corrected.

You will need to enable Journals in Settings - > Advanced Settings so that you can access and create Journals.

For each bank account you can now select a default payment method.

So if you are currently selecting “Cash account” as the bank account and then “Cash” as the payment method this will save you some time.

You would simply go to the Bank tab, click “Edit Details” next to the Cash account, and then set your options for Payment Methods.
In future when you select  the Cash bank account, the payment method will be automatically set to Cash.

One of the great things about KashFlow and online accounting software is that you can access it from anywhere with an internet connection.

A few of our customers have said they log in from their client's premises to create an invoice there and then.
You wouldn’t normally want your clients to know too much about your accounts, so the Overview page isn’t the ideal starting page.

If you go to Settings -> Advanced Options, you can now choose to have any of the other tabs as the page you are taken to after logging in.

You’ve always been able to have the Quote reference automatically copied to an invoice when you convert the quote. Now you have the option of having it copied to the Purchase Order/Customer Reference field of the invoice instead of just as a comment on the invoice.

You also now have the option of replacing the “Due Date” text with something of your own choosing.

These options can be accessed in Settings > Quote Settings (or Estimate Settings if you’ve renamed Quotes).

We’ve re-designed the overview page.

Firstly to bring it up-to-date (it was looking a bit dated) but also to give you more useful information in an at-a-glance format.

There are now a couple of graphs shown. The first shows you the history of your bank balance - hopefully it's going upwards.

The second graph shows your month on month sales growth.

You can now download a CSV file containing details of all invoices for a specific product or sales type.

When viewing a sales type or product (Sales -> Sales Types) you will see a button at the top-right of the page that says “Download Sales History”.

We’ve had a lot of people ask for the ability to have invoices and other emailed items automatically  BCC’d to an address of their choice. So we’ve now added this option.

Go to Settings -> Email Options to turn it on or off.

If it’s enabled you will also receive copies of all purchase orders, packing slips, reminder letters, receipts and remittance advices.

We’ve just added a new report that will provide you with a spreadsheet showing all your sales and expenditure for a given period on a month by month basis. It can be used as a basis for forecasting future cashflow.

The report can be found in Reports -> General Reports

We now automatically check that the VAT numbers you have entered for your suppliers and customers are real, valid numbers and that they have registered with the European Commission.

The text will turn green if the number is valid.

When an invoice is overdue, you will see a new button appear on the invoice page saying "Reminder Letters".

We've just upgraded the reminder letters by adding 2 new features. Firstly, you can now save any changes you make to the text. Secondly, you can now send the reminder letter by email (instead of just printing it)

You now have the option to choose which source newly created customers should be assigned to. You can also choose to include the country name.

To get to these settings, just go to Settings -> PayPal Imports and click Edit next to your PayPal profile.

A couple of weeks ago we added the ability to archive customers. You can now do the same with suppliers.

At the bottom of the Supplier page is a "Archive" tick-box. If you tick this box then the supplier will no longer show in the drop-down lists.

You can now import new customer information from vCard (.vcf) files.

Click the "Customers" tab and then click the "Import vCard" button

If you are recording a new purchase and realize you haven’t yet added the supplier, this can now be done with one click rather than having to navigate to the “Add Supplier” page.

Simply click the “Add New” link next to the supplier selection drop-down.

A few customers have told us that they use the Estimates/Quotes to list a number of options for their potential customers. In this scenario it isn’t appropriate to include a total at the bottom of the quote.

We’ve added a new option so that you can remove the total. When viewing the quote, just below the total is a tick box to remove it from the printed version.

A few people have said they would like the ability to use automatic text (like the relevant invoice number or amount) in the Additional Text field on Invoices and Estimates.

This is now available. Below the Additional Text box in Settings -> Invoice Options -> Display Options is a link that will tell you the available codes.

Previously if you entered a transaction in a bank account and later realized it was the wrong account, you would have to delete it and re-enter it in the correct account.

You can now just edit the transaction and change it to the correct account.

You can now print or email the details of recorded purchases so as to produce a purchase order for your suppliers.

To enable this feature, just go to Settings -> Purchase Order Options and tick the box.

We've found out that a number of our users create projects (or 'Jobs' or whatever you have renamed them to) once one of their customers have given the go-ahead on a quote (or 'estimate' or whatever you may have renamed them to).

To make this a lot easier we've added a new feature. When you are viewing a quote that isn't assigned to a project, a link will show up next to the project selection box saying 'add new'. If you click this link then you'll be able to create a new project and the details from the quote (customer, value, reference, etc) will automatically be entered into the appropriate boxes.

Once the project is created the quote will be assigned to it.

If you haven't already activated projects, then you can do so by going to Settings -> Project Options. Quotes are enabled in Settings -> Quote Options.

A number of our customers have asked for the ability to include the Customer Contact Name at the top of the invoice, along with the Company Name.

We’ve just added this as an option. Go to Settings -> Invoice Options -> Display Options to activate this option.

If you regularly use Skype then you can now call your customers from within KashFlow at a click of a button.

You first need to create a custom field to be used on your customer records. To do this, go to any customer and click the link that says “Define Custom Fields”. Create a new text field and call it “Skype ID”, “Skype Name” – anything with the word Skype in it. Save your custom fields.

Now whenever you view a customer record you will be able to enter the Skype name for your customers in this box. If you view a customer page with a Skype name entered then you’ll be able to click the Skype image shown to place a call.

We’ve improved the Bank Reconciliation page to help you deal with older transactions.
If any transactions prior to the start date of your statement haven’t yet been marked as reconciled (ie, ticked) then they’ll be flagged up above the main list of transactions.

We know some of you may not have reconciled the first few months of your bank account (don’t worry, we won't tell your accountant) and you wouldn’t want a huge list of unreconciled transactions to deal with. So, you can set whatever date you started reconciling from and only transactions after this date will be flagged.

To set this date, click the Edit Details button next to the account under the Bank tab.

If you sold lots of different products or services then you had to list each one in the "Products/Services" area. This was fine until it came to analysis or giving your data to an accountant. At this point you wouldn’t be bothered about the individual product lines – just the type.

So now, where you used to enter Products and Services, you now list your Sales Types. Then, below each Sales Type you can list your individual products. 

You still have all the same stock control and auto-fill options.

You can now create categories for your quotes, and assign a relevant icon to that category.

So you might want a category called “Declined” with a red flag or a cross, and then other categories for “Pending” or “Accepted”. It’s very flexible – you can have as many categories as you like.

To start creating your categories just log into your account and click the “Quotes” tab (or whatever you may have renamed it to) and then click the “Categories” button at the top of the page.

We’ve massively increased the number of custom fields you can have for a customer from 4 to 40.

To define these fields just go to a customer record and click “Define Custom Fields” (or “Need more fields?” if you already have some set up)

Because there are so many more of them, they now display in their own section of the Customer page called “Other Information”

We’ve just released a great new add-on that replaces the PP:Konnect program for importing from PayPal.
The new PayPal importer service is much more automated, works on PCs or Macs and also deals with bank transfers for you.

To get started, go to Settings -> PayPal Imports

There is now an “Archive” tickbox at the bottom of the customer page. If you tick this box then the customer will no longer appear in drop-down lists.

This is useful if you have a number of customers that you are not likely to deal with again.

There have been a lot of requests for the ability to rename the “Qty” field on invoices – usually to “Hours”.

You can now rename this to anything you like. Just go to Settings - > Invoice Options -> Display Options.

You can also rename the word "Price" on the invoices to read "Rate."

Some customers have said it’d make their life easier if the system didn’t allow you to enter a purchase that has the same Suppliers Reference number as a previous purchase from that supplier. 

Essentially, this should stop you accidentally entering the same purchase twice.

You can now enable this option by going to Settings -> Advanced Settings

We’ve just added some new functionality that should be of great use to most of our customers.

When you are viewing transactions on a bank account, all transactions entered directly in the bank area (as opposed to transactions resulting from a payment made/received) will have a tick box next to them.

You can select as many of the transactions as you like. At the bottom of the page is a drop-down list that says “Select an Action”.

You can choose “Delete” – this will delete all of the chosen transactions, saving you have to delete them individually.

You can choose to assign the payments to invoices/purchases. This is especially handy if you’ve just imported a bank statement. The system will try to automatically match up payments to invoices/purchases based on the amounts. But you can override the allocation made by the system.

This will then allocate the selected payments to the appropriate invoice/receipt.

You can also choose to allocate an individual payment when viewing it on the Edit Bank Transaction page.

We’ve updated the pages from which you email invoices, statements and quotes to your customers.

Whilst the text box for the email message was big enough for most of our customers, some of you wanted more space.

To keep everyone happy we’ve used a bit of wizardry to make the text box grow as you type into it. So if you are typing and get towards the end of the text box, it will grow in length so that you can carry on typing but still see all of your message.

We now have a report to enable you to export your data in a format compatible with the Digita range of products.

It can be found in Reports -> General Reports -> Digita Export

We’ve just added a new report called a “Monthly Sales Report.”
You provide two dates, you’ll then be given a spreadsheet giving you a breakdown for each month between the two dates.

For each month it’ll show you how many of each product you sold as well as the total value.

To view this report, go to Reports -> Income Reports and select the Monthly Sales Report.

If you use HSBC for Invoice Factoring you can now generate the required files from within KashFlow.

Log in to your account, click “Reports” and select HSBC Factoring from the Income Reports area.

You can now import data into your KashFlow account from CSV files or from eBIs XML files.

Go to Settings and choose “Import Data.”

When you send a quote/estimate by email, you can now include additional attachments.

We have updated the PayPal buttons on invoices to be in-line with the latest PayPal logos.

To view/edit this setting, go to Settings -> Invoice Options -> Payments & Discounts.

We’ve just updated this report. It was pointed out to us that it’s all well and good that it shows you how much income you’ve received by cheque, card, etc. But it’d be infinitely more useful if it actually showed you the actual payments that make up these amounts.

So now when you download the CSV file generated by this report it’ll contain a list of all the relevant payments.

We’ve had lots of people requesting the ability to print Remittance Advices for their suppliers and Payment Receipts for their customers.

So we’ve added it.

Next to the payments on your purchases and invoices you’ll see two icons, one to print the advice/receipt and one to email it.

At the end of your financial year, there is a process that needs to be completed.
This process "moves" all of your profit and loss from the year that is ending into a separate area of your accounts. Whilst you can do it manually, it's a laborious process.

So we've put together a report that takes care of it all for you.

Simply go to Reports -> General Reports and select the Year End Process. Now you just need to follow the on-screen instructions.

When you have “projects” enabled, you can assign income and expenditure to different projects to calculate the profitability of different projects or parts of your business.

You select the relevant project from a drop-down list when adding a sale, purchase or bank transaction.

The list has always been in order of project number. You can now choose to order this list by various other criteria.

This option is accessed in Settings -> Project Settings.

You can now save Journals as templates. This will save you lots of time if you are regularly entering similar journal entries.

First, you’ll need to enable the journal (Settings -< Advanced Settings)

Now, when you are creating a journal you’ll have the option to use a template.

To create templates simply tick the box at the bottom of the page when viewing/editing an existing journal.

We’ve added a little option to make it quicker and easier to add additional items (perhaps at a different tax rate) to your receipts (purchase invoices).

Simply tick the box at the bottom of the page when you are creating a receipt. When you click the “Add Receipt” button you’ll be taken straight to the page to add another item to it.

You can now analyse your income based on payment method, so you can see how much of your income was by wire transfer, cheque, credit card, etc.

To get to this report simply go to Reports -> Income Reports.

To keep things simple for non-accountants, the drop-down lists of products, outgoing types, etc only show the name of the code – not the related code number.

We’ve just added a feature for those of you who do want the codes to show. Just go to Settings -> Advanced Settings and tick the box to “Show codes in drop-down lists.”

One of our most popular reports is the Monthly Income report. This shows you your total income on a month-by-month basis.

Previously this was just shown as a graph. You can now download the data in CSV format to open as a spreadsheet.

What people tend to do is enter test data so they can get a feel of the system. To make your life easier you can now delete all of that data from one page (rather than delete each item individually).

This is accessed by going to the "Settings" tab and choosing "Delete Data"

We have lots of reports available, but it’s unlikely that you’ll regularly use all of them. So to help you get to the reports you do use as quickly as possible we’ve now added a “Favourites” section under the Reports tab.

You can choose which reports are listed here so you can easily get to the ones you use regularly.

You can now take credit card payments from within KashFlow.

Simply log in to your account and go to Settings -> Card Options.

If you don't yet have a merchant account and/or a processing account with one of our partners, you can register for one there.

Once you have an account you simply enter your details on the Card Options page.

Now, when you are viewing an unpaid invoice you'll see an additional button to take a card payment. Clicking on it will take you to a payment form with the customer details and payment amount pre-filled.

Enter the card details – take the payment and the invoice will be marked as paid.

You can now run a P&L report that just takes into account items added to your various projects.

Just go to the Projects section and select a project. The available reports are at the bottom of the page. If you’ve not yet enabled projects you just need to go to Settings -> Project Options.

We've added an Activity Report to the Projects section so you can see a list of all transactions for a given project.

To view the report, select an existing project from under the ‘Projects’ tab.

The link to the report is below the buttons to view invoices and receipts.

As we are now seeing a lot of new customers from outside the UK, the default VAT rate of 17.5% is no longer practical for all of our users.

If you go to Settings -> Invoice Options -> Tax Options you can set the default VAT rate to the appropriate rate for your region.

You can now set a default VAT rate for outgoing types. Just click Purchases -> Outgoing Types and select one to edit. The VAT level selection only appears if you are VAT registered.
 
For instance you can set Electricity to 5%. Then whenever you select "Electricity" as the outgoing type then the VAT rate will automatically be set to 5%.
 
Don't forget that you can also set the default Outgoing Type for your suppliers. So if you set the default outgoing type for supplier "Powergen" to be "Electricity," then whenever you select Powergen as the supplier for a new receipt the outgoing type will be automatically set to "Electricity" and the VAT rate to 5%.